Job summary
Employer heading
Ambulatory Care/ Care of Older people Administrator
Band 3
Covid-19 Vaccination
Getting vaccinated, and getting a booster, remains the best defence against COVID-19.
We encourage and support staff to get COVID-19 vaccine and a booster dose as and when they are eligible.
Please note in order to progress your application, your data will be processed by our 3rd party recruitment providers – North London Partners Shared Service, who conduct recruitment activities on behalf of Whittington Health NHS Trust.
For our current apprenticeship vacancies, please go to https://www.gov.uk/apply-apprenticeship and use Keyword ‘Whittington’
By applying for this role, you accept in the event you are successful that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which is aimed at saving you time and improving efficiencies within the NHS when your employment transfers.
Job overview
Title: Ambulatory Care/ Care of Older people Administrator
Grade: Band 3
Annual Leave:
27 days per annum increasing to 29 days after 5 years NHS service and 33 days after 10 years NHS service
Department: Ambulatory Care/ Care of Older people
Responsible to: General Manager – Emergency and Integrated Medicine
Accountable to: Service Manager – Ambulatory Emergency Care
Job Summary
To work as part of the Administration team in the Ambulatory Care and Care of Older People and demonstrate a high level of professionalism, care, courtesy to colleagues and patients.
To consistently deliver a client focussed service, which promotes good customer service and effective working relationships.
To book patients into the department, answer telephone queries and undertake a range of administrative duties to support the effective running of the department.
To create clinics and assist with booking patient appointments in outpatients.
Main duties of the job
Please see the Job Description and the Persons Specification for further details about the job role. If you are unable to access the PDF, the details of the job description can also be found in the 'Detailed Job Description and Main responsibilities' section.
Working for our organisation
Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.
Detailed job description and main responsibilities
Main Duties
- Registering and greeting patients on arrival
- Answer telephone calls in a polite and courteous manner, identifying yourself, the department and hospital
- Deal with queries face to face, on the telephone or via email
- Ordering notes for patient admission, for doctor's perusal
- Ensuring accurate data entry of patient data on all systems
- Amend patient and GP details as required
- Booking appointments
- To monitor the team email inboxes, ensuring task have been completed.
- Identifying referrals from various services (GP, EDDI, ICE, LAS) & ensuring they are booked onto the Careflow system daily
- To take responsibility for effective use of office supplies.
- Logging all IT issues and notifying Lead Administrator
- Keeping workstations neat and tidy at all times
- Ensuring that the porters collect the confidential waste and bags for health records
- To gain comprehensive understanding of Careflow EPR computer system, providing support to new users and existing staff
- To deal with enquiries from patients and staff, both internal and external
- Book and cancel Patient Transport / Interpreters as appropriate and maintain the system of requirements.
- To provide administrative support to all clinical staff on duty
- Answer telephone calls in a polite and courteous manner, identifying yourself, the department and hospital
- Order notes for patient admission
- Accurate data inputting for outcoming of patients
- Promote the department to deliver the goals of Whittington Health
- To work as an effective, responsible team member, supporting colleagues and highlighting issues and potential solutions.
- To contribute to team and departmental discussions in order to develop and modernise the service
Person specification
Skills & Abilities
Essential criteria
- Ability to interpret and priorities workload.
- Ability to adapt to change within working environment.
- Excellent communication skills (written & verbal)
Education / Qualifications
Essential criteria
- • GCSE (5 grades A*- C) or equivalent experience
- • Good general knowledge of the NHS
Knowledge & Experience
Essential criteria
- • Recent working knowledge of Microsoft Office Package including Word and Excel
- • Experience of minute/note taking
- • At least 2 years previous experience in providing comprehensive administrative support to senior managers
Desirable criteria
- • Experience of working in the NHS
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Shirley Quartey-Gyamfi
- Job title
- Deputy Service Manager
- Email address
- [email protected]
- Telephone number
- 0207 288 3645
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